Digging In for the Long Haul
Contents
1. 2 134 becomes UI id yes y o Sort options for main entries word byword leterbylewer yes o o Sort ignore leading words and etc in customizable list Pes es Sort options for subenties alpha or pagemumber w ooo ther highlighing of index eniiesin document yes y o S Greate multiple indexes at once Gubject name ete SSS es a rExportindexmarkers Sd ges o o Because of WordEmbed s completely different approach to embedding in Word these comparisons do not apply to WordEmbed Because this feature already exists in Word or in another utility it has not been duplicated in DEXter DEXter is the newest kid on the block but it e Deir aka Traed Miesa Word provides the most com a prehensive functionality a of the four utilities tested It uses a table Ro eae approach Figure 1 hope arr 7 reminiscent of IXgen for eel m FrameMaker This multi columned table is marra used for all input and editing Once editing aa has been completed the table entries are JOS ee a embedded into the Word document This ed ere A RS A approach allows a lot of flexibility in how input and editing are handled Figure 1 The DEXter index table 52 VOL 13 NO 2 APRIL JUNE 2005 KEY WORDS DEXter provides many ways to manipulate the entries e Swapping entries main entry subentries e Transposing entries Washington George with George Wash ington and HTTP Hypertext Tr2. step 2 Embed Index Multole Sequence prefix usualy ees Blank m CMS indented layout 1 Mapex MEK C Letber by Letber Sort i D 2004 James A Limi WordEmbed jalarbcom CANCEL 2 x Standard v Fewralling Autol exl Chipboard CGontral T ogba Database Drang Firms Fiaines Fichure Tables and Borders Vinal Basic ete Web Togs Wandi Z Caleron Reference Figure 11 The Embed Index dialog box step 6 call Digging m foe tees bong haul doz Hicrmolt Wid POFMake 5 0 Snagit TE Cushorane Figure 12 Activating WordEmbed Fee Eee Yew lect Far Toots Taki yira Hee Cabo of ea Fico r ng if a AF BUSES SE j Rey Embed Incis GJ Face Ternpoiaip Booking Go Tolono Figure 13 The WordEmbed menu bar after activation VOL 13 NO 2 APRIL JUNE 2005 55 Feature Article 7 Press the Remove Temporary Bookmarks button Figure 13 to remove the temporary locators created earlier Activation instructions Download the global template and follow the installation instructions Activate WordEmbed by right clicking a blank area on the main Tool menu then check Embedding Figure 12 WordEmbed will add four buttons to the main menu bar see Figure 13 DEXter s most important feature and the reason it was created auto matically embeds index entries into a Word document You can also ae Use DEXter as a standalone indexing program I
3. the Resources page www asicolorado org members haskins They add the ability to import index files that then embed automatically into Word DEXter WordEmbed or e They provide both solutions DEXter Improving Word s Embedded Indexing Functionality Approach DEXter IndexAssistant and Power Index all use a two pronged approach e They use an alternative to working with Word s labor intensive XE markers and bookmarks e They add features that expand Word s limited capabilities In assembling a manageable list of these features I quickly discovered that discussing all of them would overwhelm this article Therefore I list only those features that I thought are significant Only some of these features will be dis cussed under the breakout for each utility However you can find a complete listing of each utility s features by visiting that utility s web site URLs for the utilities are provided below in Selected Resources VOL 13 NO 2 APRIL JUNE 2005 51 Feature Article Feature Comparison Grid Adding Editing Entries Autocomplete entyasyousartgping SSS es Daemen SSS gs a y e o Groop entries for ediing purposes O y a o Tomp between index entryand document ges ges Tmp between index entryandindex Sd a o S iransposewords ges o Swap main enty subenties anions combinaron yes Sd ormatting GapiaViowerease opin for main ens SSS es o Columns opionforindex SS a o S Page number formating opion
4. Bulletin of the American Society of Indexers AMERICAN SOCIETY OF EXERS Vol 13 No 2 April June 2005 ISSN 1004 1211 me In for the Long Hauls How to Get a Handle on the Embedded Word Indexing Utilities Out There amp by Lucie Haskins e From A to Zafran Scattered References e ASAIB Conference Report e Lessons in Language Computations Part I e WritersUA Conference Report Feature Article ging In for the Long Haul How to Get a Handle on the Embedded Word Indexing icrosoft Word s embedded indexing features are very simplistic Word does not allow pre viewing the index as it is being built Its editing features are practi cally nonexistent Data entry is time consum ing and tedious Word fails miserably in providing the very features that we have come to rely on in our indexing software packages cascading changes swapping main entries subentries duplicating entries and creating temporary groups to mention a few These deficiencies provided fertile ground for improvement and spawned a whole field of third party add on utilities that have tried in one way or another to improve Word s Utilities Out There embedded indexing process I have reviewed four of these utilities DEX ter IndexAssistant Power Index and WordEmbed They vary in cost general availability and functionality but they all pro vide features absent in Word See the Prod uct Information and Feature Co
5. ROR PERO R ER OR RO ERODE RE RER SEER ORR EE HORE EE CORN EERO RO EERO ROE E RRO R ERO B ERO O ROH OB OB Diy Full path Organizer Crh WOrFice Startup CRSDES2 WwLL cancel Figure 2 Activating DEXter 53 VOL 13 NO 2 APRIL JUNE 2005 w Digging in for the long haul doc Microsoft Word File Edt View Insert Format Tools Table Window Helk ESN a SISBRAS Y E Activation instructions Download the zip file from the web site and follow the installation instructions Activate DEXter from Word Tools Templates and Add ins Figure 2 Check the box next to DEXter and press OK DEXter appears in the menu bar twice as DEXter and DEXter Tools See Figure 3 DERter Dexter Tools crobat im E iS f a rs 10 PAIGE Figure 3 DEXter menu options on main menu bar IndexAssistant packs a huge wallop for its miniscule price tag IndexAssistant showed solid functionality all originating from a single dialog box Figure 4 Especially interesting were these features e Autocomplete based on existing index entries e Find buttons to navigate through the index entries e Tabs to create edit entries individually or globally e Customizable bookmark names e Search replace functions e Consolidate function for combining scattered entries into one page range e Alphabetized list of all index entries available for input editing tasks Figure 5 e PopTo function navigates betwee
6. ansfer Protocol with Hyper text Transfer Protocol HTTP e Many other swapping variations that include intelligent repositioning of prepositions DEXter is also rich in formatting options e Prepositions can be e ignored in sorting Power Index also has this feature stop words e Sorting options are available for subentries e Multiple indexes can be worked on simultaneously via entries in the Index column in the index table DEXter s developer believed that wherever Word itself had the func tionality needed DEXter should not reinvent the wheel Double aster isks in the comparison grid above indicate features that were not added to DEXter because they already existed in Word or other utili ties For example e FlashPeak s IntelliComplete program provides sophisticated auto complete features e Word s Find Replace feature is excellent for global editing func tions e Word s index concordance functionality provides a way to auto matically create index markers from all occurrences of selected text See Selected Resources below for more information Hormal vial Rigs Templates and Add ins Document template T Automatically update document styles Global templates and add ins Checked items are currently loaded AHDLookup dot M IndexAssistant dot I POFMaker dot M wordEmbedDistrib dot Small 4dd in dot Add Remove WORD ER
7. dman s Medical Dictionary aay Stedmans Abbreviations Acronyms Symbols ay LH Reference work Figure 6 IndexAssistant activation 54 VOL 13 NO 2 APRIL JUNE 2005 KEY WORDS Embedding in Word Automatically from Imported Index Files Approach This approach is dramatically different and revolutionary in concept because it recog nizes the futility of trying to index effectively in Word Instead DEXter and WordEmbed took the tactic that the less time spent in Word the better They both import index files created with proprietary indexing software DEXter uses DAT file format and WordEmbed uses RTF and MBK file formats Once the files have been imported the entire file is auto matically embedded in the Word document This approach resolves all Word s data entry editing and formatting shortcomings by simply making them inconsequential to the utility processing This is truly a brilliant solu tion from both utilities While the end result is the same an embedded index from an imported file each utility s approach varies slightly in exe cution Therefore I will outline and illustrate the processes used by each beginning with WordEmbed WordEmbed comes from England It pro vides an innovative gt approach to circumvent sg ing Word s embedded indexing deficiencies WordEmbed uses the following multistep process 1 With WordEmbed active click on a loca tion in the Word document a
8. f pagination later n changes or if the documents need to be repurposed all of those a embedded entries will be intact and it will be an easy matter to regen erate the index as needed Following is the DEXter process for embedding imported files into Word 1 Create the index in an indexing software program using line paragraph or page numbers in the locator field The manual provides instructions for how to turn on line numbering for Word documents 2 Save the final index as a tab delimited DAT file 3 Open the Word document to be embedded 4 Open the index document DAT file in Word 5 Click Dexter Tools gt Mark Entries from Cindex Table Figure 14 6 Select the kind of locators Figure 15 you want to use lines paragraph or page 7 Click OK DEXter will select and bookmark the locators specified and embed the index entries 8 Generate the finished index NOTE Although the selection in Figure 14 states Mark Entries from Cindex Table any tab delimited DAT file can be used The DAT file can be generated by any major indexing software package not just Cindex Summary Hopefully this glimpse into the features available from DEXter IndexAssistant Power Index and WordEmbed has given you the necessary knowledge to help you decide when the time comes which utilities you absolutely cannot live without See also the Feature Comparison Grid on page 46 Due to the different approaches used by the utilities ra
9. mparison erids below This article is a distillation of my experi ences demoing these utilities and what I dug up Surprisingly I found two very distinct approaches are used e They tackle the deficiencies head on by improving Word s embedding functional ity DEXter IndexAssistant Power Index or e They bypass the problem altogether by removing the need to index in Word Product Information Grid DEXter IndexAssistant Jack Lyon TechBooks Proprietary for 10 Cambridge University Press 199 95 for single user 45 day evaluation http jjambient com index assistant Power Index Wordmbed 110 USD Word 2003 and Windows XP worked on my Windows 2000 Word 2000 system too MS Windows 98 or later MS Word 2000 www word embed jalamb com www techbooks com All the products are available as downloads and are relatively simple to install I did encounter difficulty with some of the installations because of my unfamiliarity with working with global templates and macros in Word However in all cases the technical support was excellent and I managed to complete each installation process KEY WORDS by Lucie Haskins Lucie Haskins became a freelance indexer in 2000 after a long career in the computer industry She is the current chair of the Colorado Area Chapter and a member of the ASI Webmaster team For more information on embedded indexing visit her web site especially
10. n index and document Activation instructions Download the zip file from the web site and follow the installation instructions Activate IndexAssistant by selecting it from its location Figure 6 on the drop down Tools menu Click it to open the IndexAssistant dialog box See Figure 4 Indes bol Por Weed fees be Teal ite feer par ep ere eee Pe rge eee ed Bee Ld epee Se Figure 4 The IndexAssistant dialog box KEY WORDS Feature Article ree ee be Wad Ej Serine Taat i Tertiary Entry Fiia _ sabida tetra die Seleched Tein Sy By PEEHI f intranet a Bl z ul _ Skip Priman Enines SCA SAL TY RT ae er oe Sees ees i Be yr eee uel reed leet fede uP AP y boy lock cE ee Caen Er in A es dpe ee oe ee pame aca ane or ror agr Bee uga rel A ERENER Seler Earm en i iag Tp eo T ere bee dyi en te ee ee p omen ee Sacgnday Enkis legs merei bay nook r a e a ae batt ak iep eed Dr ie el aa Hae eo web se Beret eet ies wab Sa ey eT oe we Bh Aces AT uy eres are one ieie HI ae ep peel irc AT puis eerie ard Fas ee EE Wire AT et ei Ai eet Fl ie r GL ree Fi ior Sn Geet Pere Aree Hi Le perl ee SS ee en oie Figure 5 An alphabetized list of all index entries Figure 7 One of Power Index s dialog boxes li Di ye jis b alis Tools Table Window Help SOF Fe Rian reat eee e Thee aR ee Spelli
11. nd press CTRL SHIFT to receive a temporary locator number Figure 9 This creates a temporary bookmark and automati cally copies the locator number to the clipboard 2 In your indexing software program ee ee needs of producers and users of ir dehated always with the overall a lucie bility These elements are the Lis With the inclusion of more precise fi other guidelines on hee te solve mo catiztactory solutions te the majority Figure 9 Creating a temporary bookmark step 1 KEY WORDS paste the temporary locator into the record s locator field Figure 10 Complete all data entry in this manner I have a two monitor setup and this process worked well The document to be indexed displayed on one screen and my Cindex program was open in the other screen I toggled back and forth between the documents during the data entry process Edit the index entries in your own index 5 ing software and produce the index Create a file for export using CMS style format RTF files or Macrex MBK backup format Instructions are pro vided in the manual Import the index file into Word and embed the index by selecting the Embed Index button from the WordEmbed menu bar Figure 13 The Embed Index dialog box displays Fig ure 11 Ei ily JHE W Fl eae aii r i Glee viet Flajrjuj so 14 4 har ammes Sub 1 56 acung Page 15i an HM Figure 10 Creating index entries
12. ng and Grammar FF Figure 8 Power Index starting in a customized version of Word Language b word Count Power Index is not available to the public and AutoSummanize is only used for Cambridge University Press It AutoCorrect has been designed with the specific placement capitalization etc that Cambridge University Track Changes j Press requires A new release of Power Index is Merge Documents scheduled for March 2005 Power Index creates a completely customized and separate version of Word Figure 8 It must be opened before other Word documents are opened In lieu of a manual an online tutorial is provided for instruction As Figure 7 illustrates Power Index provides a drop down alphabet ized list similar to IndexAssistant Protect Document Online Collaboration Mail Merge C Envelopes and Labels Letter wizard Another innovative Power Index feature is its use of color schemes to highlight the indexed text in the document DEXter also provides Macra d this functionality Templates and Addins Activation instructions Download the zip file from the Customize restricted web site page requires name password and follow the Aei installation instructions Power Index will start in a customized version ae ere of Word Figure 8 Reminder All other instances of Word must be closed before Power Index is first opened They can be reopened after Power Index has been opened a Ste
13. nking shovels or direct comparison is out of the question Additional Resources Software Resources o DEXter www editorium com dexter htm e IndexAssistant bitp jambient com indexassistant o PowerlIndex www techbooks com e WordEmbed www wordembed jalamb com o Cindex www indexres com cindex html Mark E rites bredexe Process index Feastign All Page Humber Make Table from Embedded Erinas Mark Entries from Crides Table Tag Bookmarks Bookmark Tag Incest Page Breaks Depa Bookmark Dipa indes Codes Se Colg ubg Set Colu Gray Set Codes yellow Set Color Cyan Se Colo Green Set Colu Hagenta Set Cola Aed Set Color None DE Ier Options Heagista DE ie Abeut DE ber Figure 14 Initiating the process to embed indexes via DEXter Mark Entries from Cindex Table What would you like to mark Information on Word s index concordance Lines o hitp Nists topica com ists editorium read message himl mid 1714146574 o hitp Nists topica com ists editorium read message himl mid 1717207977 o hitp Nists topica com ists editorium read message btml mid 1717249352 Flashpeak http flashpeak com icomp gt e Macrex www macrex com e SKY Index www sky software com Paragraphs Cancel Figure 15 Selecting locators in DEXter 56 VOL 13 NO 2 APRIL JUNE 2005 KEY WORDS
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